Executive Assistant to the Superintendent

Full-Time and Permanent; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year; Grade: QQ

General Responsibilities

Performs highly responsible secretarial and confidential administrative work as principal staff assistant to the Superintendent of Schools. An employee in this class is responsible for overseeing office operations and serving as the principal secretarial assistant to the Superintendent, with a view toward conserving the time of the Superintendent of Schools. The work requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials (legislative, community, city as well as school), on frequently sensitive, confidential and controversial matters. Considerable judgment and tact is required in handling the many diverse problems that occur. Improper action might have serious public relations implications or impair the operations of the Superintendent's office.


Supervision

Work is performed under general supervision of the Superintendent of Schools. The incumbent sets own daily priorities based on a knowledge of the overall functions for the administrative support operation of the office. The work is partially reviewed upon completion but frequently it is impracticable to review all the data compiled, letters composed, or the records prepared. The employee works independently, referring only the most unusual or nonstandard matters to the superintendent. Assignments are usually received in the form of suggestions or general outlines. Employee develops and refines own work routines and is expected to independently complete assignments; assigns and reviews work of one or more secretarial employees.


Education and Experience

Graduation from high school, including any courses in typing, word processing and office practices, supplemented by college level secretarial, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Secretary; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.


Knowledge, Skills, and Abilities

• Broad knowledge of major educational business office administrative support secretarial functions, modern office terminology, procedures, and equipment.
• Comprehensive knowledge of the organization and functions of the school system, including established procedures and practices of the Office of the Superintendent, and the names and responsibilities of school division administrative staff.
• Thorough knowledge of local, state and federal regulations which govern school division operations and ability to apply said knowledge to secretarial support level decisions.
• Ability to manage clerical and administrative support activities of a large school-division, and to supervise and manage activities and staff.
• Ability to communicate effectively, both orally and in writing.
• Ability to make relatively complex mathematical computations rapidly and accurately.
• Ability to interact with top level officials and all staff with tact, courtesy and diplomacy.
• Ability to follow complex oral and written instructions.
• Ability to work well under pressure with constant deadlines and frequent interruptions.
• Skill in the use of a microcomputer and word processing equipment, spreadsheets and database software programs, and rapid data entry keyboarding functions.

Essential Job Functions

• Screens telephone callers and drop-in visitors, tactfully referring those which can be handled by other offices; personally handles many inquiries, including substantive questions requiring research or technical knowledge.
• Maintains the Superintendent's day and night calendars, and schedules certain appointments and conferences without prior clearance; makes necessary arrangements for meetings or conferences, including space, time, and participants; prepares for the superintendent's signature, replies to general requests and routine letters on varied matters.
• Reviews all outgoing correspondence requiring the Superintendent=s signature for format, spelling, punctuation, and grammar before submitting for signature; may supervise a subordinate clerical staff; types a variety of correspondence and reports from handwritten notes, dictation, or computer disk, using available computer, word processing machine or typewriter; processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs; takes and transcribes meeting minutes; signs supervisor's name to correspondence of a routine nature.
• Reviews incoming mail for action or for-eyes-of Superintendent; retrieves appropriate background information to be attached to the correspondence or other materials; notes details pertinent to the superintendent's calendar and future attention.
• Collects data for and directs preparation of informal and formal dockets and packets for School Board meetings; composes letter ensuring that all pertinent details are addressed.
• Handles arrangements for Superintendent's travel.
• Attends all School Board meetings, including evening meetings, taking minutes and ensuring Superintendent has information to follow up on requests and administration action items.
• Indexes and maintains files of Board meeting minutes.
• Composes routine correspondence, newsletters and other communications; compiles data for questionnaires; prepares in service materials; maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action.
• Organizes and maintains filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines; maintains a log of staff assignments.
• Tabulates and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget; prepares budget request for the Office of the Superintendent.

Physical Attributes

• Most tasks are performed in a sedentary work environment, attributes include those required in normal, everyday activities including sitting, walking, standing, bending, reaching, or carrying light items.
• Ability to operate keyboard for on production basis to complete long, time-sensitive reports or documents may be required.

Hazards

• Work involves exposure to normal, everyday risks involved in contact with the public, and at times with children and young adults.

Unusual Demands

• Work is performed in an office and is subject to frequent interruptions.
• Attendance at after hour, evening, and weekend meetings, conferences required.